Status
Owner	Bernard Ng
Stakeholders	The business stakeholders involved in making, reviewing, and endorsing this decision. Type @ to mention people by name

Purpose

The purpose of this document is to define the conversion approach to post AP open items without special GL indicator in S/4 HANA.

AP open items are related to vendor line items that have not been cleared and remains as open status during migration cut-off date.

• 3rd party vendors
• Intercompany vendors
• Employees
• Others

Amounts in legacy involve document currency, local currency and group currency. All currencies will be loaded accordingly unless there is a change in company design where local / group currency changes. Rates are as per the historical postings unless specific requirement calls for a fixed rate eg. group currency rate for consolidation purposes. Offsetting gl accounts in legacy documents will not be considered in this migration scope, they will be migrated in other objects scope eg. GL open item or GL balances.

Conversion Scope

The scope of this document covers the approach for converting active AP open items from Legacy Source Systems into S/4HANA following the AP open items Master Data Design Standard. 

The data from legacy system includes:

1. All open items with no special GL indicator, exclude parked item and noted item
2. Clearing date > migration cutoff date
3. Posting date <= migration cutoff date

The data from legacy system excludes:

1. Parked item
2. Noted item
3. Exclusion Criteria n

List of source systems and approximate number of records 

Source	Scope	Source Approx No. of Records	Target System	Target Approx No. of Records
PF2	AP open item	1000		1000
WP2	AP open item	1000		1000
PI2	AP open item	500		500

Additional Information

Multi-language Requirement

Summarize Multi-language Requirement/s, if any

Document Management

Summarize Document Management requirement, if any

Legal Requirement

Summarize Legal Requirement/s, if any

Special Requirements

Specify any special requirements or considerations that may impact the data conversion process based on specific locations, regulatory compliance or system limitations. Clearly outline any regional or localization requirements such as country-specific data formats, legal reporting obligations or industry standards that must be adhered to (e.g., localization rules for countries like China).

If the data conversion involves third-party systems or external data sources, such as Icertis, describe any additional requirements related to data mapping, transformation logic, validation rules or security measures that must be followed.

Target Design

With Functional input, document the technical design of the target fields that are in the scope of this document.

The technical design of the target for this conversion approach. 

Table	Field	Data Element	Field Description	Data Type	Length	Requirement
MARA	MATNR	MATNR	Material Number	CHAR	18	Mandatory

Table	Field	Data Element	Field Description	Data Type	Length (Decimals)	Requirement
BKPF	BUKRS		Company Code	CHAR	4	Mandatory
ACDOCA	LIFNR		Vendor	CHAR	16	Mandatory
BKPF	XBLNR		Reference Document Number	CHAR	16	Mandatory
BKPF	BLDAT		Document Date	DATE	10	Mandatory
BKPF	BUDAT		Posting Date	DATE	10	Mandatory
BKPF	BKTXT		Header Text	CHAR	50	Conditional Based on Source Data
BKPF	SGTXT		Item Text	CHAR	50	Conditional Based on Source Data
BSIK	UMSKZ		Special G/L Indicator	CHAR	1	Conditional Based on Source Data
ACDOCA	WSL		Amount in Document Currency	CURR	23(2)	Mandatory
ACDOCA	HSL		Amount in Local Currency	CURR	23(2)	Mandatory
ACDOCA	KSL		Amount in Group Currency	CURR	23(2)	Mandatory
BKPF	WAERS		Document Currency	Text	4	Mandatory
BKPF	HWAER		Local Currency	Text	4	Mandatory
ACDOCA	BZDAT		Value Date	Date	8	Conditional Based on Source Data
ACDOCA	PRCTR		Profit Centre	Text	10	Mandatory
BSIK	ZLSPR		Payment Block Key	Text	1	Conditional Based on Source Data
BSIK	ZLSCH		Payment Method	Text	1	Conditional Based on Source Data
BSIK	ZTERM		Payment Term	Text	4	Conditional Based on Source Data
BSIK	ZFBDT		Baseline Date	Date	8	Mandatory
ACDOCA	RASSC		Company ID of Trading Partner	Text	6	Conditional based on Intercompany account used in source and target
ACDOCA	ZUONR		Assignment Number	Text	18	Conditional Based on Source Data
BSEG	LZBKZ		SCB Indicator	CHAR	3	Conditional Based on Source Data
BKPF	XREF1_HD		Reference field 1 (header)	CHAR	20	Conditional Based on Source Data
BKPF					20	Conditional Based on Source Data
BSIK	KIDNO		Payment reference	CHAR	30	Conditional Based on Source Data
BSIK	EBELN		Purchasing document	CHAR	10	Required if BSIK-UMSKZ = “A”
BSIK	EBELP		Purchasing document item	NUMC	5	Required if BSIK-UMSKZ = “A”

Data Cleansing

All data cleansing should take place in the data source system as defined in this document, unless system limitations prevent it.

If data cleansing is managed outside of the source system (e.g. Syniti Migrate, 3rd Party Vendor, DCT), the necessary documentation must be produced and appended to this deliverable for sign-off.

ID	Criticality	Error Message/Report Description	Rule	Output	Source System

Conversion Process 

The high-level process is represented by the diagram below:

Summarize High-Level Process. Include diagrams, where applicable. Include information supporting details of Extract, Transform and Load specific to the Data Object

Data Privacy and Sensitivity

Summarize Data Privacy and Sensitivity Requirements, if any

Extraction

Extract data from a source into Syniti Migrate. There are 2 possibilities:

1. The data exists. Syniti Migrate connects to the source and loads the data into Syniti Migrate. There are 3 methods:
   1. Perform full data extraction from relevant tables in the source system(s).
   2. Perform extraction through the application layer.
   3. Only if Syniti Migrate; cannot connect to the source, data is loaded to the repository from the provided source system extract/report.
2. The data does not exist (or cannot be converted from its current state). The data is manually collected by the business directly in Syniti Migrate. This is to be conducted using DCT (Data Collection Template) in Syniti Migrate

The agreed Relevancy criteria is applied to the extracted records to identify the records that are applicable for the Target loads

Extraction Run Sheet

Req #	Requirement Description	Team Responsible

Selection Screen

If applicable, this section will give the details on any selection screen parameters, including the parameter type, that are required to be entered to ensure consistent data extracts.

Selection Ref Screen	Parameter Name	Selection Type	Requirement	Value to be entered/set

Data Collection Template (DCT)

Target Ready Data Collection Template will be created for Data Object data with exception of some fields which require transformation as mentioned in the transformation rule.

<Object> DCT Rules

Field Name	Field Description	Rule

Extraction Dependencies

List the steps that need to occur before extraction can commence

Item #	Step Description	Team Responsible

Transformation

The Target fields are mapped to the applicable Legacy field that will be its source, this is a 3-way activity involving the Business, Functional team and Data team.  This identifies the transformation activity required to allow Syniti Migrate to make the data Target ready:

1. Perform value mapping and data transformation rules.
   1. Legacy values are mapped to the to-be values (this could include a default value)
   2. Values are transformed according to the rules defined in Syniti Migrate
2. Prepare target-ready data in the structure and format that is required for loading via prescribed Load Tool.  This step also produces the load data ready for business to perform Pre-load Data Validation

Transformation Run Sheet

Item #	Step Description	Team Responsible

Transformation Rules

Rule #	Source system	Source Table	Source Field	Source Description	Target System	Target Table	Target Field	Target Description	Transformation Logic

Transformation Mapping

Use the exact name and reference this section in the “Transformation rules” above

Mapping Table Name	Mapping Table Description

Transformation Dependencies

List the steps that need to occur before transformation can commence

Item #	Step Description	Team Responsible

Pre-Load Validation

Project Team

The following pre-load validations will be performed by the Project Team.

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Business

The following pre-load validations will be performed by the business.

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Load

The load process includes:

1. Execute the automated data load into target system using load tool or product the load file if the load must be done manually
2. Once the data is loaded to the target system, it will be extracted and prepared for Post Load Data Validation

Load Run Sheet

Item #	Step Description	Team Responsible

Load Phase and Dependencies

Identify the phase as to “when” the load for this object will occur. <Pre-Cutover, Cutover, Post Cutover> and list the steps that need to occur before the load can commence

Configuration

List the Configurations required before loading can commence 

Item #	Configuration Item

 Conversion Objects

Object #	Preceding Object Conversion Approach
	list the exact title of the conversion object of only the immediate predecessor – this will then confirm the DDD (Data Dependency Diagram)

Error Handling

The table below depicts some possible system errors for this data object during data load.  All data load error is to be logged as defect and managed within the Defect Management

Error Type	Error Description	Action Taken

Post-Load Validation

Project Team

The following post-load validations will be performed by the Project Team.

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Business

The following post-load validations will be performed by the business.

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Key Assumptions

• Master Data Standard is up to date as on the date of documenting this conversion approach and data load. 
• Data Object is in scope based on data design and any exception requested by business.

Any additional key assumptions.

Change log

Workflow history